CRANE LAKE WATER & SANITARY DISTRICT (CLWSD)

BOARD OF MANAGERS’ REGULAR MEETING

April 3, 2013 – 7:30 P.M.

CRANE LAKE CHAPEL FELLOWSHIP HALL

The meeting was called to order by Chairman Rob Scott at 7:30P.M.

Members present:  Managers Mark Anderson, Bruce Beste, Bill Congdon, Darrell Scott & Rob Scott

Members absent: None

Also present: Sewer Maintenance Worker Jim Pohlman, Clerk/Treasurer Jo Ann Pohlman, a reporter from the Cook News-Herald and one member of the community.

Opening Comments:  Order of business was rearranged to accommodate Voyageur Lakes Development’s presentation by Bob Braaten.

BUSINESS:

VoyageurLakes Development has redone their drawings to reduce the number of lots from 38 to 15.  Mr. Braaten presented a plan to incorporate the development into the District’s sewer system.  Mr. Braaten has discussed his concept with Randy Jenniges of S.E.H.  There will be further discussion with Mr. Braaten, the Board and Randy to arrive at a fair and equitable plan.

Minutes:  A motion was made by B. Congdon, supported by D. Scott, to approve the minutes of the Board of Managers’ Regular Meeting of March 6, 2013.  All voted in favor and the motion carried.

Correspondence:  The correspondence list was reviewed by the Board.  A motion was made by B. Beste, supported by B. Congdon, that the correspondence be placed on file and acted upon as required. All voted in favor and the motion carried.

Treasurer/Accountant Report:  Clerk/Treasurer J. Pohlman reviewed the Treasurer’s Report.  March 2013 payroll expenses were as follows: Administrative – $389.20 and Operations – $2,454.43.  $2,000 was transferred from the Operating Fund to Capital Reserve Savings.    The February 2013 Financial Statements were presented to the Board.  A motion was made by B. Beste, supported by B. Congdon, to approve the Treasurer’s report as presented and the payment of bills as follows:  Administrative:  Costin Group – $1,266.60 & $1260.60; Fryberger – $2,806.58; Quill – $187.00 and S.E.H. – $130.00. Operations:  Lake Country Power – $1,220.56, $101.53, $68.33, $93.18 & $170.00; Pace Analytical – $474.50 and Terry’s Operational Services – $2,142.68.  All voted in favor and the motion carried.  Quality Flow Invoice #25128 for $630.00 will be removed from the list of bills to be paid.

• Fund Transfers:  A motion was made by B. Congdon, supported by M. Anderson, to transfer $2,000.00 from the Operating Fund to Capital Reserve Savings.  All voted in favor and the motion carried.
• Budget Forecast:  There were no adjustments made to the Budget Forecast, which will be used for discussions with USDA –RD, by Carl Brown for rate review, and by the JPB for funding purposes.

Administration

• Newsletter:  The Board agreed that an informational letter should be sent to all current WSA and ESA customers as well as future customers of the Handberg Road Expansion to include the report made at the Annual Town Meeting and the letter sent to future customers of the Handberg Road Expansion previously.
• Carl Brown Proposal:  A motion was made by B. Congdon, supported by B. Beste, to approve Carl Brown’s proposal for Sewer Rate Analysis and Connection Fee Calculations.  All voted in favor and the motion carried.
• Ordinance Review:  B. Beste and B. Congdon continue to work on the Ordinance 3 update. Fryberger, Buchanan’s suggestions to reduce the current EDU status for a given property for a specific period of time and grinder station removal will be incorporated into Ordinance #3.  B. Beste and Clerk J. Pohlman will review other updates that need to be made to Ordinance #3.
• Sewer System Management:  The Board is considering the concept of managing ISTS’s outside of the sewered area as a viable option for residents.
• St. LouisCounty Ongoing Items:

Handberg Road ISTS Systems:  The County has determined that the majority of properties                 within the Handberg Road Expansion area are noncompliant.

Cost Overrun Support:  The CountyCommissioners are considering.

Property Transfers in CLWSD:  There was no new input.

 CLWSD Meeting Minutes – April 3, 2013

Legal Issues

• RLK Arbitration:  Arbitration was filed and the attorneys have held the initial phone conference.  RLK did not realize the cost involved in using the AAA Board.  The arbitration process may be completed in 90 days.

JPB Update

• JPB Update – There has not been a meeting since January.

S.E.H. Update

• Randy Jenniges join the meeting via telephone at 8:30PM.
• VoyageurLakes Development:  There was further discussion with Mr. Braaten, the Board and Randy.  The Board requested that Mr. Braaten provide a written narrative of utility plans within the development area for review.  Randy will provide a Letter of Agreement to the Board with Mr. Braaten’s input.
• CSAH 24 Easements:  Randy will contact St. LouisCounty.
• Grinder Capacity Review:  The Board discussed the improvements made at the Drigg’s property.  M. Anderson and Randy will review the Drigg’s information and provide an update to the Board.  A motion was made by M. Anderson, supported by B. Congdon, to install a new Barnes pump at the Drigg’s property that will provide the capacity needed for their updates upon Randy Jenniges’ approval with expenses being paid by the Driggs.  All voted in favor and the motion carried.  The bill sent previously to the Driggs for an additional hookup and engineering fees will be voided.
• Billing Note:  A note will be included in this month’s billing advising customers who want to expand at their property that their grinder capacity can be increased by installing a new pump.
• Preliminary Engineering Report:  A motion was made by B. Congdon, supported by R. Scott, to approve signing the USDA-RD agreement between S.E.H. and the District to begin the P.E.R. work.  All voted in favor and the motion carried.

Treatment Plant and Operations Report

• Jim Pohlman reviewed Terry Jackson’s report regarding resolution of the ongoing TSS issue at the plant.
• A proposal was received from George Reck regarding chemical requirements that would bring the plant back into compliance with the MPCA standards.  A motion was made by R. Scott, supported by B. Beste, to approve George Reck’s recommended changes to bring the plant back into MPCA required compliance standards.  All voted in favor and the motion carried.  Questions regarding the changes will be directed to Terry Jackson. A metering pump may need to be purchased as well as different or additional chemicals.
• I&I Corrective Action List:  A prioritized list of needed grinder repair beginning with the most urgent has been compiled.  Work will begin when money is available.

PUBLIC COMMENTS (5 Minute Limit):  There were none.

The meeting was adjourned at 9.40PM

Jo Ann Pohlman, Clerk

NEXT MEETING:  MAY 1, 2013, 7:30PM, CRANE LAKE FELLOWSHIP HALL

This draft of the CLWSD minutes has been posted solely for preliminary informational purposes.  Minutes are unofficial and subject to change until they have been approved by the CLWSD Board of Managers.